Security & Data Protection

PPMdesk holds your firm's work data on your behalf: your firm is the data controller and PPMdesk is the data processor under UK GDPR. This page explains, in plain terms, who can see your data and how it is protected. PPMdesk is operated by Laurence Doherty, Oxford, UK. Questions: privacy@atspro.co.uk.

Separation between firms

Every record belongs to one firm, and every request is checked against the firm of the person making it, so one firm's data cannot be reached from another's account.

Who can see what

• Your office team signs in, with roles for owners, admins and staff. Two-factor sign-in can be required for everyone.
• Engineers and subcontractors have no account. Each link opens one job, or one engineer's own list, and can be replaced or stopped from the office.
• Clients see only their own quotes, visits, reports and invoices, through links you send.
• A scanned unit label shows the public only what the unit is. Its history is shown only to an engineer with a job at that site, or to your signed-in team.

Connected email

Each office user connects their own Microsoft 365 mailbox. PPMdesk keeps the subject, sender and first line of the last 90 days so the inbox loads quickly, and reads full messages from Microsoft when they are opened. Disconnecting deletes the access tokens and that copy.

Controls

• Encryption on every connection, and extra encryption for stored credentials and sensitive fields
• Sessions signed and ended on sign-out or password change; password changes sign out every other device
• Sign-in email changes confirmed by a link to the new address, with a warning to the old one
• An activity record on every job, client and quote
• Retention periods your firm sets, data export, and deleted items kept for 90 days before they go for good
• Your data is not used to train AI models

Sub-processors

Services you choose to connect, such as Microsoft 365 and Xero, process data under your own agreements with them.